1 EXECUTIVE ASSISTANT & 1 JUNIOR ACCOUNTS CLERK

The Executive Assistant to C-Suite Executives provides high-level administrative and confidential support to senior executives, ensuring the smooth and efficient management of executive offices. The role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities at once.

• Check email throughout the day, report the emails to the relevant persons, and reply to all emails.

• Dispatch to sites relevant email updates and correspondences for their attention.

• Follow up on all emails if the recipient receives the emails and keep track of a response from the emails.

• Keep a correspondence file with the hard copy of the emails as per the site, drawings, and photos. Keep all drawings in softcopy as per each job.

• Manage executive calendars, schedules, appointments, and meetings.

• Arrange meetings, inform the necessary meeting attendees, and update the meeting board.

• Prepare correspondences, and any needed meeting materials.

• Screen calls, emails, and visitors on behalf of executives.

• Maintain filing systems, records, and confidential documents.

• Follow up on the orders, tracking the movement of the shipments, and updating the shipment Excel sheet in the shared folder.

• Arrange clearing, transportation and the package of imports on arrival in the country, with the Logistics department and update the Inventory team.

• Serve as a liaison between executives, staff, clients, and external stakeholders.

• Follow up on action items and deadlines on behalf of management.

• Ensure timely communication of management instructions and updates.

• Handle sensitive information with strict confidentiality.

• Maintain a professional image and courteous manner at all times.

• Exercise sound judgment in dealing with matters requiring executive attention.

The Junior Accounts Clerk will be responsible for providing financial, administrative/clerical support to the CFO, Office Manager and Logistics Manager. However, the incumbent will report directly to the CFO.

• Financial Tasks:

  • Scan all cash vouchers (Procurement).

  • Copy cash vouchers, scan and copy cheque vouchers and file away in bills file (Finance).

  • Write up logbook.

  • Write cheques for suppliers and subcontractors.

  • Payment distribution to subcontractors once payroll is completed.

  Administrative Tasks:

  • Download photos from WhatsApp and store in respective digital folders.

  • Ensure all staff timings are recorded.

  • Assist Office Manager with filing.

  • Assist Procurement/Logistics team with scanning of documents.

Executive Assistant:

• Diploma or Degree in Business Administration, Management, Secretarial Studies, or related field.

• Minimum 1–3 years’ experience in executive secretarial or administrative support.

• Experience supporting senior management or executives preferred.

Junior Accounts Clerk:

• Must have Math and English CXC Pass (Grades 1/2)

• Some knowledge of basic accounting principles would be a plus.

• Proficient in Microsoft Office (especially Excel)

• Must have high attention to detail